- Write a semiformal email to Alison. You have forgotten her but don’t want to show it. You’ve been recently promoted and are no longer interested in her company’s automation equipment. Politely decline her invitation to meet in Berlin using a valid reason.
- Write an informal and enthusiastic email to Alison, saying that you are looking forward to seeing her and suggest the time and place to meet up. Offer to show her around Berlin.
Exercise 44. Practice e-mail writing.
1. You work for a group of marketing consultants. Last week, you gave a presentation at a conference in Moscow about marketing on the web. After your talk, a woman named Francesca Radici came up to talk to you and mentioned that her company might be interested in hiring your services. Unfortunately, you didn’t have time to discuss her requirements in detail, but she gave you her business card.
Write an e-mail to Ms Radici, including the following points:
• remind her about when and where you met
• apologize for not having more time to talk to her at the conference
• refer to her interest in your consultancy services
• refer to a brochure you are enclosing, and to your company’s website www.webmark.ru
• point out that your company has a lot of experience in web marketing
• offer to phone or visit her company to discuss her company’s needs.
2. Tim Wilson, a business associate from the UK, will be visiting you at your office next week. You have not met before. He has just sent an e-mail to let you know that he will be arriving at 10 p.m. on Sunday night. Write a polite, friendly e-mail to him.
Include the following points:
• company driver will meet Tim Wilson at airport (carrying a sign with his name)
• room booked at the Aerostar Hotel – hotel normally used by your company
• informed hotel about late arrival
• hotel: small, comfortable, quiet
• you will meet him 8.30 a.m. at hotel and walk to office (5 minutes)
• wish him a pleasant trip
3. R You are the manager of an Orbit records store. Write a persuasive e-mail to a famous recording star or their agent inviting them to visit your store. Explain why you want the star to visit the store and what they are expected to do if they accept your invitation. Offer a suitable fee for the visit. Lay out your e-mail correctly.
4. Write an informal answer to the following e-mail (accept the invitation or politely decline it).
To: elizabeth.wood@anymail.co.uk
Sent: Mon
26/05/2014 14:33
cc:
Subject: Party!
_________
Hi Liz,
We’re having a party on 5 July to celebrate Pete’s 50th birthday, and we’ve hired the Regency suite at the Grand Hotel, New Street, Hadborough.
The party starts at 7 p.m. and it’ll go on till late – there’ll be a hot and cold buffet, a full bar, and music.
I really hope you and Alex can come – could you let me know if you’ll be able to make it by 16 June? The hotel needs to have a firm idea of the numbers by then.
All the best,
Rebecca
Exercise 45. Read a list of recommendations for e-mail writing. Do you find all of
them useful?
Email Etiquette
With almost 300 billion emails sent every day, business email etiquette must be adhered to in order to promote the efficient use of this technology in the business environment. Unfortunately, many people have abused this technology and missed the true benefit that it can bring to your business. The following business email etiquette rules can help your employees get back on track using your company’s email system properly.
Send Only Clear and Concise Emails
The first rule of good email etiquette is to avoid long-winded emails that contain extraneous information and irrelevant facts. Stick to the subject being communicated and use as few words as possible. If you need a decision, ask for it. If you need information, ask for it. If you need action, ask for it. Don’t make your reader wonder why you are sending this email.
